NATIONAL COALITION OF BLACK MEETING PLANNERS CONNECT LEARN SHARE IMPACT Developing Marriott Newport Beach and Spa Newport Beach, CA November 18-21. 2015 COALITION 15
REGISTRATION The National Coalition of Black Meeting Planners (NCBMP) Annual Educational Conference will be held at the Marriott Hotel and Spa, Newport Beach, California, November 18-21, 2015. The NCBMP Conference is open to members and invited guests only. Your membership dues must be current in order to register for the conference. PLANNER REGISTRATION* Early Bird Deadline 8/17 SAVE Regular Deadline 11/9 On-Site (ALL Received After 11/9) Meeting Planner/Association Executive/Academic Professional $195 $395 $495 Third Party Planner/Affiliate Member $295 $495 $595 Planner: One Day Education Pass (Local Attendees Only) $100 $200 $250 Leadership Institute $100 $100 $100 Spouse Fee $295 $295 $295 SUPPLIER REGISTRATION* Exhibitor registration includes: One (1) ; One (1) Exhibit Space Early Bird Deadline 8/17 SAVE Regular Deadline 11/9 On-Site (ALL Received After 11/9) Supplier Member Exhibitor $2000 $2,350 $2600 Supplier Member Non-Exhibitor $1500 $1850 $2100 Supplier: One Day Education Pass (Local Attendees Only) $550 $1200 $1500 Additional Exhibitor Personnel $0 $0 $0 Leadership Institute $100 $100 $100 Spouse Fee $295 $295 $295 * fees are subject to a $200 rate increase if lodged outside of the host hotel block.
REGISTRATION GUIDELINES REGISTRATION GUIDELINES Advance must be received in the NCBMP office by Friday, August 17, 2015. * Received not postmarked Regular registration must be received in the NCBMP office Monday, November 9, 2015. Any registrations received after, Monday, November 9, 2015 will be considered as on-site registration and the on-site fee will apply. No registrations will be processed without a completed registration form and the appropriate payment. Your membership dues must be current in order to register for the conference. NCBMP membership is individual and is not transferable. substitution is not permitted with a non-member. CONFERENCE FEES AND EXECUTIVE PROFILE MUST ACCOMPANY YOUR REGISTRATION FORM CANCELLATION POLICY Cancellations received before Monday, November 2, 2015 entitles the registrant to a full refund, less a $150.00 service fee. No refunds will be made for cancellations received after Monday, N o v e m b e r 2, 2 0 1 5. All requests for refunds must be received in writing. ACCOMMODATIONS The Marriott Resort and Spa will serve as the host hotel for the conference. Reservations will be booked by the conference attendee. Hotel accommodations and fees will be the responsibility of the attendee upon checkout. Marriott Hotel and Spa 900 Newport Center Drive, Newport Beach, CA 92660 Phone: (949) 640-4000 Fax: (949) 640-5055 Planner Rate: $119.00 plus tax https://resweb.passkey.com/go/coalitionmeetingplanners Supplier Rate: $179.00 plus tax https://resweb.passkey.com/go/nationalcoalitionsuppliers ACCOMMODATIONS The 2015 host hotel is the Marriott Newport Beach Hotel and Spa. To qualify for the published registration rates registrants must book within the NCBMP room block. Registrants who fail to secure their stay at the host hotel will be assessed an additional $200 registration fee. ENTERTAINMENT AND HOSPITALITY SUITES The NCBMP requests that there be no conflict between individual or company entertainment and the hours of any official conference activity.
REGISTRATION GUIDELINES CONFERENCE ATTIRE Business attire is the meeting dress code. This includes jackets and slacks, shirt and optional tie, for males; and matching pantsuit, or separates, tailored slacks and blouses for females. Dresses are also an option. Jeans and shorts are not acceptable as business attire. The attire for the closing banquet is black tie optional, i.e., tuxedos, dark suits and cocktail dresses. It is also appropriate to bring your golf, tennis, exercise and swimwear in order to experience the hotel s leisure activities when there is no official conference activities scheduled. The average temperature in Newport Beach, California during November is 67 to 53 degrees. TRANSPORTATION INFORMATION Newport Beach is located within driving distance of four airports. The closest airport is John Wayne Airport- Orange County Airport (SNA). Distance from John Wayne Airport-Orange County Airport to Newport Beach is 5 miles offering non-stop flights to 22 cities. The City is also offers three additional transportation options: John Wayne/ Orange County SNA Long Beach Airport LGB Los Angeles International LAX LA/Ontario International ONT www.ocair.com/ www.lgb.org/ www.lawa.org www.lawa.org 5 miles SW 25 miles SE 44 miles SE 49 miles SW Alternate transportation: Bus service: $5 Bus service: $12 Bus service: $37 Bus service: $5 Estimated taxi fare: $18 Estimated taxi fare: $65 Estimated taxi fare: $125 Estimated taxi fare: $100 GROUND TRANSPORTATION John Wayne Airport Yellow Cab offers convenient taxicab service to travelers from the Ground Transportation Center (GTC) on the Arrival (lower) Level between Terminals A and B. In Terminal C, Yellow Cabs are available on the Arrival (lower) Level at Column 14. Taxicabs include standard 4-passenger vehicles, large capacity 7- passenger vans, and wheelchair access vans, and because all taxicabs are either powered by Compressed Natural Gas (CNG) or are certified Ultra Low-Emission Vehicles (ULEV), you ll be riding in some of the greenest yellow vehicles in Orange County! Look for the taxi coordinators who can assist you and get you on your way. Airport Shuttle Airport transportation will be provided complimentary for meeting planners. Uber Request a ride using the Uber app and get picked up within minutes from your mobile phone. Estimated Fares from John Wayne/ Orange County: UberX UberXL UberPLUS UberBLACK UberSUV $8-12 $17-22 $22-29 $31-40 $43-52
The New NCBMP Business Exchange We do Business with our Friends In order to gain the Full Supplier Experience consider the N C B M P BUSINESS EXCHANGE. This evolving business experience will have exciting and beneficial rewards for both meeting professionals and suppliers. We are consistently seeking new avenues to engage our meeting professionals, creating positive experiences and new marketing strategies to maximize booth traffic and provide greater opportunity to increase sales and achieve show objectives for our suppliers. We Have Heard You: We are increasing ROI: Full planner attendee listings and profiles will be provided as a benefit for exhibitors and sponsors only! We are creating an event experience: The exchange is set to be a combination of business, entertainment and culinary explosion! We are working to increase attendance: Special surprise guests will be announced to increase full planner participation! We are becoming an ambassador for the environment: Suppliers are invited to submit their collateral digitally to be placed on a digital drive for the convenience of the planner to take home and review with their teams eliminating extra baggage! We are increasing traffic: Our Passport Experience will bring planners to your space for great prizes! We are extending our reach: Exhibitors will be provided additional marketing opportunities on NCBMP s website and social media outlets! We are watching your bottom line: CVBs are allowed to partner with their hotel colleagues for a team effort! All this is INCLUDED in your exhibitor registration And Much, Much More! You can t miss the new Exchange Experience! It offers the prospect of reaching a phenomenal number of buyers. In addition you can get a jump on your exhibitor experience by registering early at special early bird rates. NCBMP will share your information on its social media outlets, the conference web site and in eblasts prior to the conference, placing you before our meeting planners early and often.* And that s not all: CVBs and venders, are you doubling your sales efforts in 2015? We understand the need to be fiscally responsible, your space includes admission for two! Your exhibit registration entitles you to host an additional booth from your organization or your hotel counterpart. Have a city booth or create a row highlighting the city or the state! Each must be a member of NCBMP and registered for the 2015 conference. The additional exhibitor simply registers as a non-exhibiting attendee with the addition of their name on the exhibit agreement. We are working to provide you a premier experience the renders RESULTS. Come join us as we evolve and GROW! You don t want to miss it! *Companies and participants will be listed on a first-come, first-served basis. REINVIGORATED RESILIANT RELEVANT
MEMBERSHIP APPLICATION All requested information must be completed and attached to this application. Failure to return the completed information with payment will delay the processing of your membership application. All membership renewal dues are payable on or prior to the anniversary date. Membership in NCBMP belongs to the individual supplier or planner who originally joins the association, rather than the employing organization. Please provide credit card information or enclose a check payable to: NCBMP, 700 N. Fairfax Street, Suite 510, Alexandria, VA, 22314. E-Mail: info@ncbmp.org, Phone: (571) 527-3110 Fax: (571) 527-3105 CONTACT INFORMATION Company: Address: City: State: Postal Code: Work Phone: Mobile: Email: Fax: Application for: Membership Renewal New Membership MEMBERSHIP CATEGORY Meeting Planner/Association Executive ($225) Meeting Planner membership is available to those individuals primarily engaged in planning and managing meetings, and executive leadership of organizations. These individuals are employed by a corporation, not-for-profit organization, government agency to plan and/or oversee the strategic and financial management and/or logistics of that entity s meetings. Meeting Planner Profile must accompany this form. Academic Professional ($225) Academic Professional membership is available to those individuals who are faculty in post- secondary academic programs related to the meetings, hospitality, events or tourism industries. The applicant s primary employment, direction and efforts must be in a recognized academic institution. Applicants must be considered an employee and submit proof of academic employment on employer s letterhead and include department head s signature. Supplier ($400) Supplier membership is available to those individuals primarily engaged in supplying or providing goods and services to the meetings industry. Supplier membership is available to hotel sales, service and human resources personnel, hotel general managers, convention and visitor bureau and convention center executive leadership and sales and service personnel, elected officials, airline personnel, destination management company sales and service personnel, decorators, audio-visual company personnel, professional speakers, florists, and ground transportation company personnel. This classification of membership is not limited to the groups listed. Third Party Planner ($400) Third Party Planner membership is available to those individuals who are the sole proprietor of, or are employed or engaged by, a meeting management company and provides meeting services including strategic and financial management and/or professional meetings management services to multiple clients. Affiliate ($400) Affiliate Membership is available to persons who are interested in the meeting planning profession but are not currently employed in the industry at any level. This category is not available to suppliers. Affiliate members may not vote or hold office. METHOD OF PAYMENT CHECK OR MONEY ORDER ENCLOSED. MAKE CHECK PAYABLE TO: NCBMP CREDIT CARD: VISA MASTER CARD AMERICAN EXPRESS DISCOVER CARD NUMBER: Exp. SVC: PRINT NAME OF CARD HOLDER: SIGNATURE OF CARD HOLDER:
2015 Annual Conference Form PLANNER MEMBER ATTENDEE INFORMATION All correspondence from NCBMP regarding the Annual Conference will be sent to the address and/or email provided below. Registrants must be a current member in good standing to attend NCBMP conferences. Association: Address: City: State: Zip: Telephone: Fax: Email: Is this your first NCBMP Conference attendance? Yes No Who were you referred by: Do you require Special Needs &/or Dietary Requirements: Yes If yes, please explain: No PLANNER REGISTRATION Early Bird Deadline 8/17 SAVE Regular Deadline 11/9 On-Site Received After 11/9/15 Meeting Planner/Association Executive/Academic Professional $195 $395 $495 Third Party Planner/Affiliate Member $295 $495 $595 Planner: One Day Education Pass (Local Attendees Only) $100 $200 $250 Leadership Institute $100 $100 $100 Spouse Fee $295 $295 $295 SPOUSE/ GUEST INFORMATION MEMBERSHIP/ CONTRIBUTIONS Annual Membership Dues $225 Conference $ NCBMP Scholarship Fund Contribution $ Leadership Institute $ Community Outreach Contribution: Women Helping Women/ Men to Work $ Total $ METHOD OF PAYMENT AMEX Visa MasterCard Check Payment Name on Credit Card: Billing Address: Same as Above Credit Card Number: Signature: City: State: Zip: Exp: CVG: Register Online or Send your completed form with payment to NCBMP, 700 N. Fairfax Street, Suite 510, Alexandria, VA 22314, Info@ncbmp.org Fax (571) 527-3105. Advance forms must be received by Monday, August 17. Regular must be received by Monday, November 9. Cancellation prior to Monday, November 2, 2015 entitles the registrant to a refund of fees (less a $150.00 service fee). We will be unable to refund cancellations after Monday, November 2, 2015. REQUEST FOR CANCELLATION MUST BE RECEIVED IN WRITING.
2015 Annual Conference Form SUPPLIER MEMBER ATTENDEE INFORMATION All correspondence from NCBMP regarding the Annual Conference will be sent to the address and/or email provided below. Registrants must be a current member in good standing to attend NCBMP conferences. Company: Address: City: State: Zip: Telephone: Fax: Email: Is this your first NCBMP Conference attendance? Yes No Do you require Special Needs &/or Dietary Requirements: Yes No If yes, please explain: SUPPLIER REGISTRATION Exhibitor registration includes: One (1) ; One (1) Exhibit Space Early Bird Deadline 8/17 SAVE Regular Deadline 11/9 On-Site Received After 11/9/15 Supplier Member Exhibitor $2000 $2,350 $2600 Supplier Member Non-Exhibitor $1500 $1850 $2100 Supplier: One Day Education Pass (Local Attendees Only) $550 $1200 $1500 Additional Exhibitor Personnel $0 $0 $0 Leadership Institute $100 $100 $100 Spouse Fee $295 $295 $295 SPOUSE/ GUEST INFORMATION MEMBERSHIP/ CONTRIBUTIONS Annual Membership Dues $400 Conference $ NCBMP Scholarship Fund Contribution $ Leadership Institute $ Community Outreach Contribution: Women Helping Women/ Men to Work $ Total $ METHOD OF PAYMENT AMEX Visa MasterCard Check Payment Name on Credit Card: Billing Address: City: State: Zip: Same as Above Credit Card Number: Exp: CVG: Signature: Register Online or Send your completed form with payment to NCBMP, 700 N. Fairfax Street, Suite 510, Alexandria, VA 22314, Info@ncbmp.org Fax (571) 527-3105. Advance forms must be received by Monday, August 17. Regular must be received by Monday, November 9. Cancellation prior to Monday, November 2, 2015 entitles the registrant to a refund of fees (less a $150.00 service fee). We will be unable to refund cancellations after Monday, November 2, 2015. REQUEST FOR CANCELLATION MUST BE RECEIVED IN WRITING..
MEETING PLANNER AND ASSOCIATION EXECUTIVE PROFILE MEETING REQUIREMENTS *Form must accompany all applications and registrations Contact Information See File Company: Address: City: State Zip: Work Phone: Mobile: Fax: Email: Website: Please provide information on the meetings you plan: Number of meetings per year: Average number of rooms: Gross Square footage of exhibit space if required: Annual Meetings Regional Meetings Board Meetings Seminars /Workshops Number of concurrent meeting rooms: Number of meal functions: Number of coffee/refreshment breaks: Seating of largest banquet room: Seating of largest meeting room: First open month/year: Second open month/year: Meeting History/Future: 2014 Name of Meeting: Meeting Dates: No. Attendees: No. Rooms Used: Hotel(s): Contact: Address: City: State: Zip: Phone: Fax: 2015 Name of Meeting: Meeting Dates: No. Attendees: No. Rooms Used: Hotel(s): Contact: Address: City: State: Zip: Phone: Fax: 2016 Name of Meeting: Meeting Dates: No. Attendees: No. Rooms: Hotel(s): Contact: Address: City: State: Zip:
2015 Annual Conference Business Exchange Exhibit Agreement Contact Information See File Company: Address: City: State Zip: Work Phone: Mobile: Fax: Email: ADDITIONAL EXHIBITOR STAFF INFORMATION No Additional Exhibit Staff Company: Location: The NCBMP Business Exchange will be held at The Marriott Hotel and Spa, 900 Newport Center Drive, Newport Beach, CA 92660 Phone: (949) 640-4000 Fax: (949) 640-5055 SUPPLIER REGISTRATION NCBMP BUSINESS EXCHANGE The Conference s Exhibit fees include the cost of the exhibit booth with 2 exhibitors with workshops and meal functions for the First Registrant. The additional booth registers at the non-exhibiting rate for the conference but does not require an additional booth fees. Each exhibitor, not the NCBMP, will be responsible for all charges, incurred in conjunction with the shipping and/or delivery of materials. Any additional costs, such as electricity, installation or dismantling of display will be at the exhibitor s expense. TERMS AND CONDITIONS: Each exhibitor will be assigned exhibit space on a first-come, first-served basis. Products and material may be displayed in the assigned space. Signs larger than 8 ½ x 11 or electronic signs are not permitted. All displays of products/materials must be confined to the assigned space and cannot obstruct the view of the surrounding displays. Each exhibitor is responsible for keeping the aisle and surrounding display area free from congestion. Each Supplier Member should bring enough material for approximately 150 people. An individual registered as a spouse/significant other is not permitted to attend the NCBMP Business Exchange. Only representatives registered as an exhibitor will be allowed to work in the exhibit booth or attend the NCBMP Business Exchange. Badge swapping among personnel is strictly prohibited. NCBMP reserves the right to prohibit or evict any displays which, because of noise, method of operation, materials or any other reason becomes objectionable. The restriction includes persons, things, conduct, printed matter or anything of a nature which NCBMP determines detracts from the general character of the exhibition as a whole or does not conform to NCBMP standards. In the event of such restrictions or eviction, NCBMP is not liable for any refund or other exhibit expenses. SET-UP/DISMANTLE: SET-UP HOURS OF OPERATION DISMANTLE Friday, November 20 Saturday, November 21 Saturday, November 21 4:00 PM 6:00 PM 9:00 AM 11:00 AM 11:00 AM 2:45 PM I have read, fully understand, and agree to abide by all of the terms outlined in this agreement. Signature: PLEASE RETURN THIS FORM. YOUR SPACE WILL NOT BE RESERVED UNLESS THIS FORM IS RETURNED WITH YOUR REGISTRATION FORM AND FEES. Retain a copy for your records.
VOLUNTEER SERVICE COMMUNITY OUTREACH PROGRAM INVESTING IN PEOPLE" Women Helping Women/ Men to Work www.whw.org The mission of WHW is to provide comprehensive employment support services to empower disadvantaged men, women and teens to achieve economic self-sufficiency through employment success. WHW offers a comprehensive Employment Success Program for men, women and teens at no charge or obligation, focused on the power of employment and economic self-sufficiency. They support over 6,000 job seekers annually, from over 275 partner agencies. Members may donate new and gently used professional attire or make a donation to assist with the work of the organization. STUDENT MENTOR PROGRAM In 2015 The Students are back! The Educational Assistance Program (EAP) is a vital part of the National Coalition of Black Meeting Planner s Annual Conferences. We are proud to provide this networking opportunity for students who have chosen to pursue education in the hospitality industry. This year, in addition to joining our list of mentors for the NCBMP Educational Conference, we would like for you to participate in the High School or College Students' Forum that will be presented during the conference. Join us and share your experiences as we continue our efforts to enhance the program! BUDDY NETWORK PROGRAM The Buddy Network is a program implemented by the NCBMP Membership Committee designed to ROLL OUT THE RED CARPET for our new members. As a Buddy you will have the opportunity to partner with a new member and share your knowledge and experience as a member of this esteemed organization as well as a professional within the hospitality industry. To CONFIRM your participation, please complete the information below and return this form with your registration material and we will assign a new member as a Buddy for you at the conference. You will be notified of your buddy assignment. SIGN ME UP COMMUNITY OUTREACH PROGRAM STUDENT MENTOR FORM BUDDY NETWORK PROGRAM Please check the appropriate box. Thank you for your participation. See you at the Conference!